Pima County: Administrative Procedures Manual: Table of Contents

ADMINISTRATIVE PROCEDURES MANUAL

TABLE OF CONTENTS

PDF Files

A. TABLE OF CONTENTS

B. GENERAL PROVISIONS

1. Administrative Procedure Manual Maintenance

C. ELECTED OFFICIALS

1. Assessor

2. Board of Supervisors

3. County Administrator

3-1 Organization Planning and Control
3-2 Requests for Budget Changes
3-3 Holiday Festivities
3-4 Tobacco Use in the County Workplace
3-5 Requests for Legal Opinions/Memoranda
3-6 Interdepartmental Construction Review
3-7 County Administrator Responsibility; Follow-up Agenda Items
3-8 Notification to Board of Supervisors of Public Meetings to be Held in Their District
3-9 Employee Separations
3-10 Pima County Employee Council
3-11 Accounts Receivable
3-12 Cellular/Portable Phone Procedure
3-13 E-mail
3-14 Web Page
3-15 Printing Procedures / Utilization of Graphic Services Department
3-16 Implementation of the Pima County Public Art Program
3-17 Release and Audit of Unofficial Election Results [ARS §§ 16-551, 16-622]
3-18 Failure to Receive Initial Clearance on Criminal Background Checks
3-19 County Employees - Gifts
3-20 Deleted
3-21 Compensatory Time
3-22 Internship Programs
3-23 Internal Audit
3-24 Pima County Computer Equipment & Software Acquisition Review Procedure
3-25 Domestic Partnership Affidavits
3-26 County Employees - Conflict of Interest
3-27 Food and Beverage Purchases
3-28 Implementation of the Project Management Manual and Exit Gate Process

4. Clerk of the Board

5. Management Systems Analysis

6. County Attorney

7. Recorder

8. Sheriff

9. Presiding Judge of the Superior Court

10. Clerk of the Superior Court

11. Constables

12. Justice Courts

13. Juvenile Court

14. Courts Administration

15. Superintendent of Schools

16. Treasurer

17. Reserved

18. Reserved

19. Reserved

D. ADMINISTRATION

20. Elections

21. Equal Employment Opportunity

22. Finance and Budget

22-1 Business Travel
22-2 Reimbursement of Membership Fees for Employees’ Professional Activities
22-3 Petty Cash and Change Funds
22-4 Grants-In-Aid (Being Revised)
22-5 Cash Receipts
22-6 Supplies Inventory Accounting
22-7 Departmental Bank Account Procedures
22-8 Capital Asset Accounting
22-9 Duplicate Warrant Procedure
22-10 Authorized Signatures
22-11 Contingency Funds Expenditures ( Being Revised)
22-12 Reimbursement of Advisory Board Meeting Expenses
22-13 Capital Improvement Program
22-14 Automatic Charge Outs Via Payroll
22-15 Administration of the Contingency Fund
22-16 Time Worked Record
22-17 Personnel Action Forms
22-18 Deleted
22-19 Departmental Agreement And Act Transfer Input Forms
22-20 Local Mileage
22-21 Warrant Distribution
22-22 Deleted
22-23 Prepayments
22-24 Payroll Overpayments
22-25 Payroll Information/Deduction Changes and Forms
22-26 Manual Payroll Warrants
22-27 Submission of Invoices to the Finance Department
22-29 Assigning Employee Identification Numbers
22-30 Mail - Delivery, Pickup and Processing
22-31 Model Invoices/JIT
22-32 Personal Use of County Vehicles
22-33 Wage Assignments
22-34 DUNS Number -- Usage and Management by Pima County Departments
22-35 Payments Processing
22-37 FMS Data Download
22-38 Asset Tagging
22-39 Family and Medical Leave – Replaced, go to 23-37
22-40 Department and Area Creation and Maintenance in Synergen
22-41 Approval Titles and Routing Lists
22-43 Center Maintenance in Synergen the Financial Management System and Financial Planning System
22-45 Timekeeping for Work Orders and Service Requests
22-46 Blanket Contract Access
22-47 Receiving, Returns, and Corrections in Synergen
22-48 Equipment Charges to Work Orders
22-49 Cost Adjustments in Synergen
22-50 Non-Capitalized Property Management (Stewardship)
22-51 Employee Creation and Definition in Synergen
22-52 Report Creation, Submission, and Verification for rePORTAL
22-53 Approving Documents in Synergen
22-54 Catalog Change Request
22-56 Setting up a Stock Code in a Storeroom
22-58 Ship to Codes and Storeroom Codes
22-59 Delegation of Authority
22-70 Pima County Credit References and Applications
22-71 Improvement Districts
22-73 Employee Versus Independent Contractor
22-76 Capturing Costs of Software Projects
22-77 Verification of an Employee's Eligibility to Work – See 23-39, Replaced
22-79 Interest Expense and Revenue Allocation for Grants
22-80 Military Family Leave – Replaced, go to 23-38

23. Human Resources

23-1 Educational Reimbursement Program for Employee
23-2 Discrimination Claims Filed With Outside Agencies
23-3 Orientation Program for Newly Hired Employees
23-4 Leave of Absence -- Insurance Procedures
23-5 Service Award Program
23-6 Retiree Insurance Program
23-7 Daily Rider Monthly Bus Pass Subsidy Program for Employees
23-8 Long Term Disability (LTD) Program
23-9 Employee Assistance Program
23-10 Deferred Compensation Program
23-11 New Position Request/Authorization
23-12 Employment Verifications and Reference Checks
23-13 Disciplinary Action and Administrative Suspension Documentation
23-14 New Hire, Promotion, Step Adjustment And Termination PAF
23-15 Reinstatement of Sick Leave Hours
23-16 Access to Official Personnel and Insurance Files
23-17 Loyalty Oath
23-18 Trainee Program
23-19 Identification Cards
23-20 Procedures for Hiring Non-Immigrants Into Specialty Occupations
23-21 Sealed Document in the Official Personnel File
23-22 Health and Life Insurance Enrollment Process
23-23 Coding PAFS for Employees on Leave of Absence Without Pay or Placed on Administrative Leave with Pay
23-24 Representation on Investigations
23-25 Handling Requests for Transcripts or Other Documents Produced by Outside Entities
23-26 Recruitment and Selection Procedures
23-27 Request for Salary Studies for Individual Employees, Classifications, or Groups of Classifications
23-28 ADA Medical Records Disposition
23-29 Reasonable Accommodation of Applicants and Employees with Disabilities
23-30 Employees Wellness Program
23-31 Minimum Hiring Age
23-32 Meet and Confer Process
23-33 Deleted
23-34 Submission of Electronic Employment Applications
23-35 Deleted – go to 23-29
23-36 Employee Group Fundraisers
23-37 Family and Medical Leave
23-38 Military Family Leave
23-39 Verification of an Employee's Eligibility to Work
23-40 FLSA and Work Time
23-41 Holiday Pay
23-42 Unclassified Employment Terms and Conditions

24. IMAGIN

25. Indigent Legal

26. Legal Defender

27. Management Information Systems

28. Public Defender

29. Purchasing (See Intranet Procurement Manual)

30. Risk Management

30-1 Hazardous Communication Program
30-2 Employee Safety Shoes Program
30-3 Respiratory Protection Program
30-4 Permit Required Confined Space
30-5 Lockout/Tagout
30-6 Vacant
30-7 Hearing Conservation Program
30-8 Personal Protective Equipment
30-9 Commercial Drivers License Drug Testing
30-10 Emergency Spill Response
30-11 Pima County Vehicle Operation Procedure
30-12 Purchase of Prescription Safety Glasses
30-13 Pima County Health Care Workers - Drug Free Workplace
30-14 Acquired Immune Deficiency Syndrome (AIDS)
30-15 Tuberculosis Exposure Control Plan
30-16 Bloodborne Pathogen Exposure Control Plan
30-17 Deleted
30-18 Automated External Defibrillator Program (AED)
30-19 Special Medical Evaluations
30-21 Requesting a Certificate of Insurance
30-24 Workers' Compensation
30-25 Workers' Compensation—Return to Work

31. Reserved

32. Reserved

33. Reserved

34. Reserved

35. Reserved

E. HEALTH/COMMUNITY SERVICES

36. Community Services

37. Health/Animal Control

38. Kino Community Hospital

39. Medical Assistance

40. Medical Examiner

41. Pima Health System

42. Pima Long Term Care Services

43. Public Fiduciary

44. Reserved

45. Reserved

46. Reserved

47. Reserved

48. Reserved

F. PUBLIC WORKS

49. Automotive Services

49-1 Use of Motor Pool Vehicles
49-2 Financial Procedures - Re: Vehicle Use
49-3 Fuel Keys
49-5 Vehicle Purchases
49-6 County Vehicle Marking Procedure
49-7 Parking and Photo Enforcement Traffic Violation
49-8 Use of Global Positioning System (GPS)

50. Environmental Quality

50-01 Guaranteed Ride Home Program

51. Facilities Management

51-1 Lease of Real Property
51-2 Parking
51-3 Voice Mail
51-4 Pima County Furniture and Facility Related Acquisitions

52. Parks and Recreation

53. Planning and Development

54. Transportation and Flood Control District

54-1 Neighborhood Traffic Management Program
54-2 Acquisition of Real Property
54-3 Vacant
54-4 Licenses for Use of County Rights-of-Way for Wireless Communication Facilities
54-5 Pima County's Taking Action Against Graffiti (TAAG) Program

55. Wastewater Management

56. Reserved

57. Reserved

58. Reserved

59. Reserved

G. CROSS REFERENCE

Last updated: 10/16/09